File and document storage in Buildium

Buildium offers free, unlimited file and document storage so you can upload leases, keep track of property inspections, and keep copies of invoices handy for quick reference.

In this article, you'll learn how to:

  1. Add and edit file categories
  2. Upload a file
  3. Edit or remove a file
  4. Troubleshooting file and attachment uploads

1. Add and edit file categories

File categories allow you to categorize each file uploaded in Buildium, then filter a list of all files uploaded to just those in a specific categories. Buildium defaults each file to Uncategorized unless you decide to assign it to a different category.

To add a file category:

    1. Navigate to Files > Manage categories.
    2. Click Add a new category, and enter the name of the category.
    3. Click Save.

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You can enter as many categories as you need to organize your uploaded files.

To edit a file category:

    1. Navigate to Files > Maintain categories.
    2. Click on the category name you want to edit, and make the necessary changes.
    3. Click Save.

To delete a file category:

    1. Navigate to Files > Maintain categories.
    2. Click the small red x to the right of the category.
    3. Click Save.

Deleting a file category will move any files in the deleted category to Uncategorized.

 

2. Upload a file

Besides the main Files page on the Buildium home dashboard, a file can be uploaded in many different locations throughout the software.

The file's location determines how it can be shared and who might have access to that file through a user role.

All files default as internal, but there is also a variety of sharing options with each file location, where you have the option to share a document with a rental owner, resident, or vendor.

Once a file is added to a specific location, the location cannot be changed without deleting the file and adding it to a new location.


The following areas can have files uploaded to their summary page:

    • Account: Uploaded on the main Files page. Can be shared to your public site, resident site, or rental owner site.
    • Property: Uploaded on the property summary page. Can be shared with the owner of property and all tenants on the property.
    • Unit: Uploaded on the unit summary page. Can be shared with the owner of the property and all tenants that live in that unit.
    • Lease: Uploaded on the lease summary page. Can be shared with the owner of the property and all tenants on that lease.
    • Tenant: Uploaded on the tenant summary page. Can be shared with the owner of the property and the specific tenant you're working with.
    • Rental owner: Uploaded on the rental owner summary page. Can be shared with the owner.
    • Association: Uploaded on the association summary page. Can be shared with all board members and all association owners.
    • Association unit: Uploaded on the association unit summary page. Can be shared with all board members and all association owners.
    • Ownership account: Uploaded on the ownership account summary page.
    • Association owner: Uploaded on the association owner summary page. Can be shared with the association owner.
    • Vendor: Uploaded on the vendor summary page. Can be shared with the specific vendor you're working with.

 

To upload a file:

    1. Navigate to to the summary page of the area you want to upload a file for, then click Upload file. Account files can be uploaded directly from the Files menu.
    2. Click Choose file and a window will open, allowing you select the files to upload. Or, find files on your computer and drag files to the window.
    3. You can select up to 10 files at once. Once the initial selection is made, you cannot add more files to the window.
    4. Enter a description, select a category, and select sharing options.
    5. Click Save.

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3. Edit or remove a file

Files are always accessible through the Files menu. You can also find them where you uploaded them originally.

Edit a file

    1. Locate your file, either from the Files menu or on the summary page where the file was originally uploaded.
    2. Click your file, then click Edit
    3. Make your changes.
    4. Click Save.

Delete a file

    1. Locate your file.
    2. Click your file, then click Delete file.
    3. Click Delete file in the confirmation window.

4. Troubleshooting file and document uploads

If you cannot upload files and attachments, check to make sure that a working copy of Adobe Flash is installed on your computer and enabled in your web browser.

This problem usually appears in one of four situations:

  • A small red X appears in place of the upload button.

  • A small box appears in place of the upload button.

  • The upload button appears but produces Error # 2038 when it is used.

  • The upload button is missing.

The solution for any of the issues mentioned above is to download an updated version of Adobe Flash. If you have Flash installed on your computer and the issue persists, make sure that your web browser has the Flash plug-in or add-on enabled and in use.

 

Article #: 112480

 

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